About Pharm-Olam International:
Pharm-Olam International is a mid-size Contract Research Organization (CRO) that has a massive global reach. We are a company that strives to deliver cost-effective, quick-to-market clinical services in today’s emerging marketplace. Pharm-Olam has one of the largest global footprints of any CRO today and we are committed to not only maintain our standard, but to continue to strengthen our presence even further. We offer a unique working environment with a global team culture, competitive salary and benefits package.
This position is responsible for timely and accurate tracking of assigned Project/Study Financial Information, including service billings and Pass-Through expenses (PT’s or reimbursables) for Pharm-Olam and its related clients. From review, to data entry, to payment collection, to resolution of all inquiries and compliance with agreements and timelines. Provide administrative support to Clinical Department, and vendors such as Investigators. Provide support to Finance and other Executives as requested.
This is a full-time direct hire opportunity, located in our Houston, Texas Headquarters' office.
Contracts: To be aware and to know all the Contract Terms for assigned Studies including MSA, Service Agreements, Task Order, Change Orders and Addendums and assure POI and the Sponsor are in compliance.
Prepare and update the Contract Control File by Study.
Know how to breakdown or segregate a budget by hours for each role, and each task. Know the differences between budget tasks for Clinical, Data Management and/or Business Development.
Invoicing: Support Project Managers on all needs related to financial matters including timely and accurate invoicing of Services, Consumables (Fixed Pass-through expense) Administrative Fees, Pass-through Expenses and Investigator Payments.
Review timely payments by clients.
Liaise with other POI offices on locally managed studies to ensure timely and accurate invoicing.
Prepare invoicing when Billing Staff is unavailable.
Review or audit project Profit and Loss Statement from POI Accounting Software to verify billed revenue accuracy.
Change Orders: Ensure any Change Orders/Out of scope work is properly accounted for and charged out. Review charged time to “Out of Scope” task and assure proper resolution.
Time Controls: Know the WTS, Time/Project management system. Enter or maintain all budgeted hours into Time Sheet System (WTS) for tracking, including estimated budgets, final budgets and all change orders. Run required reports for control and evaluation purposes. Compare actual and budgeted hours spent on each project and reporting variances on a regular basis. Disable projects when completed.
Progression Charts: Prepare monthly rolling worksheets for billed and realized revenue. Work with Global Project Accounting Manager for assignments and details.
Complete the Budget section for the contracted budget and any change order as it occurs. Any budget under negotiation with Sponsor should also be included and identified as provisional.
Include WTS time incurred by task by month and make sure total hours are accurate with the information available.
Update invoicing schedule as budget changes and invoices for services are prepared.
Include revenue realization per hour calculation and inquire about any unusual variances.
Prepare Revenue Recognition by Project Accountant. Update the timelines using Project Manager Report Form. Determine Project Accountant revenue based on appropriate columns in the Summary schedule. Documents in comments as necessary.
Monthly Project Manager Review Meetings: Prepare for and attend all monthly project review teleconferences for the assigned Studies or as requested to cover from other Project Accountants that could not participate.
Prepare all needed reports and financial data.
Review the PM reports for completeness, accuracy and notify finance staff of any changes.
Plan your personal and time off schedule to allow attendance at as many monthly reviews as possible.
Plan for early attendance to the Teleconference as they involve Project managers in Time Zones that require starting at 7:00 a.m. (for US) or late at night (for UK).
Investigator Payments: Responsible for reconciling Investigator Payments (hospital, pharmacy or other) against those billed to the sponsor.
Review calculation of interim Investigator (hospital, pharmacy or other) payments for accuracy and completeness.
Correspond with Project Team on status and queries.
Review investigator contracts for accuracy, completeness and compliance.
Know if investigators are paid timely.
Business Development: Assist Business Development in some activities as requested or assigned by the Global Project Accounting Manager, such as:
Review budgets for client presentations.
Review payment schedules and financial clauses in contracts for minimal requirements including Insurance Coverage.
Participate in Handover meetings for all won studies.
Supporting accurate time budgets and the related assumptions.
Back Log: Assure company backlog worksheets are updated with all known changes to budgets and timelines.
Pass-Through Expenses (PT):
Track actual PT costs against budgeted costs.
Verify accuracy and reasonableness of all inter-company Pass-Through expenses.
Assist in the processing of Pass Through costs to studies and their eventual invoicing to the sponsor on a back up or overflow basis.
Review timely payments by clients. Provide timely and needed information to Project Managers. Track payment terms and milestones.
Perform client/project account reconciliations as needed. Assist with client audits of activity as needed.
Provide and oversee all internal client support, inquiries and resolution for all issues.
Costs & Expenses:
Reconcile Revenue accounts with its corresponding expense account for Pass-Through expenses, Investigator Payments.
Monitor all outsourcing contracts and payments that should be booked as expenses for the assigned Studies. (Data Management – Monitoring, etc)
Reconcile and review accuracy and reasonableness of any Costs charged to the project from Payroll distribution or any other cost/Expenses allocation
Filing: Assure all documentation, contracts or agreements are properly copied, and filed.
A master file should be kept with all legal documents and WTS evidence of hours updated hours. This will be kept by the Global Project Accounting Manager. Every Project Accountant should have his/her own binder for the assigned projects.
When requested, provide copies and information to all applicable PM’s and POI office finance departments when needed.
Assure company Client Billing or A/R files are neat, organized and adequate, whenever used.
Closing Studies: Perform actual to budget comparison reports for time and expenses. Perform End of Study analysis of actual to budget for all Time, Invoices (Services, Pass-Through Expenses, Investigator Payments, and Consumables), Costs incurred and P&L final results. Be prepared to explain variations.
Train PM’s on systems and procedures when needed.
Learn and utilize CTMS system for reporting, tracking and updating investigator payments, as needed. Verify calculations of others who determine amounts due for investigator fees for your assigned projects.
Assist in Finance Department on an ad-hoc basis.
Know foreign currency exchange and related impact on costs.
Make recommendations and implement same for improvements to all processes and systems as is needed.
Represent company in a professional manner to clients and staff around the world.
Liaise with Pharm-Olam International offices worldwide, as needed.
Maintain confidentiality of company information as appropriate.
Provide requested information as needed for internal and external audit requests.
Provide reports as requested by Global Project Accounting Manager to Executives and Clinical Managers.
Other duties as assigned.
Please apply online at www.pharm-olam.com/careers
Pharm-Olam International, LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.